Ultimate guide to referrals: boost your hiring process

If you are a recruiter and want to optimize your recruitment process, reference taking is a professional approach to verify the veracity of the information provided by candidates or to better understand their personality and skills.

Maybe you've already heard of taking references, but you don't know exactly how to integrate it in a way efficient in your process?

This article was written especially for you. We are going to detail what reference taking involves, its importance in the recruitment process, how to set up a structured process for taking references, and finally, what are the key tips for maximizing their impact.

1 - The strategic importance of referrals in recruitment

1.1 - What is a baseline and why is it crucial?

Reference taking, also known as reference checking, is an essential process in recruiting that allows recruiters to make informed decisions. This process involves contacting the candidate's previous employers to gather their opinion on his performance and professional behavior.

Baseline taking is fundamental for a variety of reasons, including:

• Verify the accuracy of the information presented by the candidate on his resume, in his cover letter, or during the interview.
• Understand in depth the personality, the skills, as well as the strengths and weaknesses of the candidate.
• Evaluate whether the candidate is a good fit for the position, the company culture, and whether he will integrate harmoniously into the team.
• Identify possible training or support needs in order to successful integration.

1.2 - The benefits of taking an effective reference for the company

Effective reference taking offers numerous benefits for the business, including:

• Reduction in the risk of inappropriate recruitment, which may negatively affect the performance, social climate and reputation of the company.
• Optimization of the time and costs associated with the recruitment process, by limiting irrelevant interviews or tests.
• Strengthening the trust And of the credibility of the recruiter, emphasizing his professionalism and diligence.
• Increase in candidate loyalty recruited through a process that is transparent and offers a positive experience.

2 - Develop a structured referral process

2.1 - Obtaining the candidate's consent: a non-negotiable step

It is essential to ask for thewritten agreement of the candidate before contacting former employers. This not only respects the Labor Code, which states that “any employer wishing to inquire about a candidate's references must first ask for permission”, but also the principles of respect and transparency.

Candidates should be fully informed about the referral process, including who is being contacted, what information is required, and what is the end use of the referral process. It also offers them the opportunity to refuse or restrict this process.

2.2 - Choosing the right referrals

After obtaining the candidate's consent, select references carefully, giving preference to those who have had a direct hierarchical or functional relationship, such as a former manager or a colleague. Make sure that these contacts are relevant to the position being offered.

Make sure these cookies are relevant to the proposed position, taking into account the sector of activity, the level of responsibility, the essential skills, and the duration of the collaboration. It is a good idea to ask for at least two references per candidate to obtain cross-perspectives and a comprehensive assessment.

2.3 - Prepare a list of targeted questions

A successful reference survey requires careful preparation, including a list of targeted questions, designed specifically for the candidate's profile and the position to be filled. Questions should be open, factual, and objective, avoiding sensitive or personal topics and questions that are too general or subjective.

Here are examples of questions that are useful for taking a reference:

• What were the responsibilities and missions of the candidate in your company?
• What were its major successes and challenges?
• How do you rate his technical skills and relational?
• What were its main strengths and areas for improvement?
• What was his behavior towards colleagues, customers, and superiors?
• Why did he leave your company?
• Would you recommend this person for the position under consideration?

2.4 - Integrate referrals at the right time in the recruitment process

Reference should be carefully placed in the recruitment process, avoiding being too early or too late. Carried out too early, it can be perceived as intrusive. Too late, it may delay the hiring decision.

It is therefore advisable to take the reference after a pre-selection of the most suitable candidates, and before officially offering the position. This step is crucial to confirm the recruiter's choice and secure the hiring process.

3 - Best practices to maximize the impact of reference taking

3.1 - How to conduct the reference interview: techniques and tips

For conduct a job interview As an effective reference, a few basic rules are essential. Here are our recommendations to optimize your reference intake:

• Choose the ideal time and communication channel. Telephone or video conferencing are preferred for a richer exchange. Avoid contacting the referee during work hours and offer multiple appointment options.
• Start by introducing yourself and clarifying the context of the call. Mention the Name of candidate, the position in question and his consent to contact him. Verify that the referee is comfortable exchanging and ensure the confidentiality of their answers.
• Maintain a courteous and respectful tone. Thank the person for their time, listen carefully without interruption. If necessary, rephrase to confirm your understanding and feel free to ask for additional details.
• End the interview by thanking the person. Ask for their last impressions or questions, jot down key information, and send a thank-you email within 24 hours.

3.2 - Interpret the information collected: read between the lines

After the interview, it is crucial toparse And of put into perspective information with the candidate's file. Detecting signals, whether positive or negative, is a subtle art.

Tips for an informed interpretation:

• Compare the information obtained with that of the candidate to identify inconsistencies or omissions. This will help to clarify doubtful points objectively.
• Evaluate the enthusiasm of the referrer, paying attention to their tone and expressions. This makes it possible to distinguish the highlighted strengths of the candidate and any criticisms.
• Take into account the context and profile of the contact person. Subjectivity based on the relationship with the candidate, personality or experience can influence their feedback. Cross opinions for a balanced vision.

3.3 - Avoid the classic pitfalls and biases of reference taking

Recognizing that recruitment mistakes can result in a significant cost for the company; reference taking, far from being an exact science, can be influenced by various means. It is therefore important to be vigilant and avoid these common mistakes:

• The confirmation bias : Avoid looking only for information that confirms your initial impressions. Stay objective and be based on facts.
• The Halo bias : Be careful not to generalize based on a single characteristic or impression. Evaluate the candidate on various aspects.
• The similarity bias : Avoid giving preference to a candidate because they look like you. Focus on real skills and qualifications.

For more information, see our article on the 18 cognitive biases in recruitment.

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3.4 - Use feedback to improve candidate integration

Taking references also contributes to the preparation of the candidate's integration. The feedback obtained is valuable for adjusting your career within the company:

• Identify training or support needs based on the points for improvement mentioned by the reference person. Offer adapted training or mentoring.
• Facilitate integration with the manager and the team by transmitting information on the candidate's management style. Organize team building activities to strengthen cohesion.
• Promote the strengths and achievements of the candidate by publicly recognizing them and by entrusting him with appropriate missions. Positive feedback is also essential.

To remember

The reference socket Represents a Crucial moment in the recruitment process, offering the opportunity to validate the information provided by the candidate, to deepen the understanding of his profile, and to measure his compatibility with the role to be filled and the culture of the company. For your referral process to be successful, it is essential to seek the candidate's permission, to select the referees wisely, to create a list of relevant questions, and to insert this step at a strategic point in the recruitment process.

It is also important to know conduct the reference interview, interpret the data obtained, avoid the pitfalls and the usual prejudices, and exploit the feedback to promote inclusive recruitment and thus the effective integration of the candidate. By adopting these practices, you will maximize the effectiveness of referrals, thus increasing the quality of your recruitments and the satisfaction of both candidates and employers.

Don't wait to implement a structured and efficient reference taking practice! You will quickly notice a positive impact on the quality of your recruitment procedures.